Project Finance and Administrative Coordinator

Role title: Project Finance and Administrative Coordinator for Consultancy Support Team to the Tanzanian-German Programme to Support Health in Tanzania

Location: Dar es Salaam, Tanzania

Contract type: Full time, fixed contract for 12 months, with the possibility of extension

Salary: Commensurate with experience

Short introduction

We are seeking a Project Finance and Administrative Coordinator to set up systems and lead the financial accounting, budget management and reporting, administration and logistics for a new project.

Summary purpose and objective of role

The role will be responsible for maintaining financial information, providing project finance and administrative support to the Tanzania project team, and submitting monthly financial reports to the UK headquarters office. The Project Finance and Administrative Coordinator will work closely with the Team Leader based in Dar es Salaam and support the Regional Advisors based in Lindi, Mtwara, Mbeya and Tanga. The role holder will also liaise with staff in London, UK. The role holder will be the most senior finance person in the local team and will ensure Options’ financial policies and procedures are adhered to.

The role is based in Dar es Salaam, with occasional travel within Tanzania as required.

Main Duties

Financial Accounting: prepare and update monthly accounts; undertake regular account reconciliations and management of all local bank accounts; prepare monthly cash flow statements for fund advances; adhere to standard chart of accounts, ledgers and other standard financial management systems and instruments; oversee payroll preparation for all locally paid staff; carry out disbursement checks, ensure all supporting documentation is in order; manage project timesheets and travel advances in line with Options policies.

Budget Management & Reporting: prepare monthly budget vs. actual reports for Team Leader and Regional Advisors; support budget re-forecasting aligned to the project work plan.

Financial Integrity & Compliance: implement internal controls; safeguard the company¡¦s assets; ensure compliance to donor regulations and Tanzanian law in all project dealings; support and facilitate audit procedures and ensure that audit findings are acted upon; take initiative on cutting costs to promote value for money.

Support Financial Audit Coordination: coordinate financial audits and liaise with auditors to ensure appropriate monitoring of Tanzania finances is maintained.

Project Administration: provide overall support to the project, including but not limited to:

Oversee all project finance and administration tasks, including petty cash, procurement, staff travel, and HR administration.

Logistics: make travel arrangements for the team members locally and based in other regions of Tanzania, including but not limited to:

Liaise with traveller and local team to identify travel needs

Book travel in line with budget limits using local agents

Arrange airport pick-ups for both local and international travellers in discussion with the team

Identify suitable accommodation for international or national staff and consultants in line with project budget and security plan. Book and pay for accommodation as required

If necessary, provide logistical support to travellers in Tanzania during their visit.

Systems and Policies:

Contribute to the development and improvement of internal project management systems and procedures where required, including finance policies, procedures, forms, tools and other relevant policies.

Develop a database of preferred suppliers, source preferred suppliers in line with Options¡¦ procurement policies and manage such suppliers to provide services by identifying work required, gathering quotes, analyse quotes

Procure IT fixed assets in accordance with Options¡¦ Procurement Policy. Create and maintain a fixed asset register covering IT and associated assets and for the procurement. Liaise with external IT support consultants where necessary.

Any other relevant tasks supporting the team, and London based Programme Manager as required.

Person specification

The successful candidate will have a proven track record in financial and administrative functions, preferably a Bachelors Degree in Finance/Accounting or a CCAB qualified accountant. The role holder will need to have experience in: financial management and reporting; establishing robust administration systems; working in an international team; organising events, meetings and workshops. A confident self-starter, you will have excellent communication skills in both English and Kiswahili, an eye for detail with excellent accuracy.

About Options

Options Consultancy Services Limited was established in 1992 and is a wholly owned subsidiary of Marie Stopes International. We are a consultancy organisation providing technical and management expertise in the health and social sectors to governments and international development partners to transform the health of women and children. We provide information, expertise and influence to governments, health workers, NGOs and businesses to catalyse change so that health services can be accessed by the people who need them most.

Options is leading a consultancy support team to the Tanzanian-German Programme to Support Health in Tanzania. The team is providing policy advice and capacity development at national level, quality improvement in district hospitals, and strengthening cooperation and networking as part of the Tanzanian German Project to Support the Health Sector. Team members are based in Dar es Salaam, Lindi, Mtwara, Mbeya and Tanga

Other information

· Options is an equal opportunities employer

· Candidates require the right to work in Tanzania.

HOW TO APPLY:

· To apply, please send your CV with a summary note of your skills and experience toopportunities@options.co.uk. Candidates should state the role in the subject header.

· Closing date for applications is: 5 June 2016.

· Only shortlisted applicants will be contacted for interview.